HomeMy WebLinkAboutReso 187-2020 (20-930)City of South San Francisco RO. Box 711 (City Hall,
• 400 Grand Avenue)
South San Francisco, CA
• City Council
NNW Resolution: RES 187-2020
File Number: 20-930 Enactment Number: RES 187-2020
RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXECUTE A CONSULTING SERVICES
CONTRACT AMENDMENT WITH AKEL
ENGINEERING GROUP, INC. OF FRESNO
CALIFORNIA FOR THE SEWER MASTER PLAN
(SS1801) FOR $293,692 AND AUTHORIZING
BUDGET AMENDMENT 21.028 TO ADD $225,000
FOR A TOTAL PROJECT BUDGET OF $725,000.
WHEREAS, the City of South San Francisco (City) prepared a Sewer Master Plan for the East
of 101 area, and is currently preparing a Citywide Sewer Master Plan (ss1801) to include the West of
101 area; and
WHEREAS, Akel Engineering Group, Inc. (Consultant) is the current design consultant for the
City that prepared the East of 101 Sewer Master Plan and working on the Citywide Sewer Master Plan;
and
WHEREAS, the Citywide Sewer Master Plan study was previously authorized for a total
project design budget of $428,632 with budget allocated to the Consultant being $409,996; and
WHEREAS, the City and Consultant executed a Consulting Services Agreement in 2018 for an
initial not -to -exceed amount of $372,724, a copy of which is attached hereto and incorporated herein as
Exhibit A; and
WHEREAS, on June 30, 2020, the City and Consultant amended the contract amount by
executing a change order in the amount of $29,386, bringing the total contract amount to $402,110, and a
copy of the change order is attached hereto and incorporated herein as Exhibit B; and
WHEREAS, staff recommends additional scope for the current project to monitor the West of
101 sewer basins to determine which basins are the largest contributors to inflow & infiltration
introduced to the sewer system; and
WHEREAS, the proposed scope increase for the Consultant's contract is $266,993, and a
contract amendment is attached hereto as Exhibit C; and
WHEREAS, staff is requesting that a 10% contingency ($26,699) be included in the budget to
cover costs that may result from unforeseen complications during the flow monitoring study; and
City of South San Francisco Page 1
File Number: 20-930 Enactment Number: RES 187-2020
WHEREAS, the total increase for the budget allocated to Consultant services will be $293,692
and the total budget allocated to pay for Consultant services will be $703,688; and
WHEREAS, no compensation beyond the new not -to -exceed amount of $699,103 will be
authorized without a mutually agreed upon level of effort and corresponding contract amendment; and
WHEREAS, the project needs an additional $225,000 of Capital improvement Program Budget
funding from the Sewer Enterprise Fund to have sufficient funding to cover the additional costs for a
total project budget of $725,000.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San
Francisco, that the City Council hereby approves an amendment to the consulting services agreement,
attached herewith as Exhibit C, of the Citywide Sewer Master Plan study for an additional $266,993 for
flow monitoring.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
amendment in substantially the same form as Exhibit C, and any other related documents on behalf of
the City upon timely submission by Akel Engineering Group, Inc. signed amendment and all other
documents, subject to approval by the City Attorney.
BE IT FURTHER RESOLVED that the City Council approves Budget Amendment 21.028
which would amend the Fiscal Year 2020/21 Capital Improvement Program adding an allocation of
$225,000 from the Sewer Enterprise Fund to the Citywide Sewer Master Plan (ssl801) for a total project
budget of $725,000.
At a meeting of the City Council on 12/9/2020, a motion was made by Councilmember Nicolas,
seconded by Councilmember Coleman, that this Resolution be approved. The motion passed.
Yes: 4 Mayor Addiego, Vice Mayor Nagales, Councilmember Nicolas, and
Councilmember Coleman
Attest by U U J�� LL
Pa Govea Acosta, City Clerk
City of South San Francisco Page 2
EXHIBIT A - ORIGINAL CONTRACT
To: Akel Engineering
You are hereby directed to make the herein described changes from the plans and specification s or do the following described
work not included not included in the plans and specifications on this contract.
NOTE: This change order is not effective until approved by Eunejune Kim, Director of Public Works
Change requested by Jason Hallare, PE
THIS CHANGE ORDER PROVIDES FOR: Additional scope for Mission/Lawndale Colma analysis, LS-11
evaluation and calibration, WQCP headworks evaluation.
Original Contract Sum $372,724.00
Net Change on Previous Authorized CCO $0.00
Contract Sum Prior to this CCO $372,724.00
Contract Change Order No. 01 $29,386.00
New Contract Sum, Including this CCO $402,110.00
Submitted by: __________________________________________ Date: __________________
Jason Hallare, Project Manager
Approved by: __________________________________________ Date: __________________
Eunejune Kim, Director of Public Works
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agreed, if this proposal is
approved that we will provide all equipment, furnish all materials, except as may otherwise by noted above, and perform all services
necessary for the work above specified, and will accept as full payment therefore the prices shown above.
Signature: _______________________________________________ Date: __________________
Tony Akel, Project Manager
If the contractor does not sign acceptance of this change order, his attention is directed to the requirements of the specifications as
to proceeding with the ordered work and filing a written protest within the time therein specified.
Digitally signed by Jason Hallare
Date: 2020.06.30 13:23:41-07'00'
Digitally signed by Tony Akel
Date: 2020.07.01 08:32:09 -07'00'
Bockhaus, Dave Digitally signed by Bockhaus, Dave
Date: 2020.11.19 09:03:39 -08'00'
EXHIBIT B - CHANGE ORDER 1
SOUTH SAN FRANCISCO
Project: Sanitary Sewer Master plan
CITY PROJECT NO. ss1801
CONTRACT CHANGE ORDER (CCO) NO. 01
City of South San Francisco
Project Log Sheet
Estimated Fee
(June 26, 2020)
Hours Costs
Task No.Task Description Scope of Work
PrincipalSenior EngineerAssociate EngineerAssistant EngineerEngineering AssistantGIS TechnicianSecretarialLabor
Costs Other Total Cost Status
$185 $166 $148 $112 $101 $76 $80
1 Mission and Lawndale -
Colma Capacity Analysis
This analysis was an expedited study to assist the City of Colma in their
review of impacts to the South San Francisco sewer trunk system. This
included a review of flows, developing hydraulic profiles, and coordinating
Colma and South San Francisco staff. Overall, ten hydraulic profiles were
provided covering two different locations for 4 conditions each.
2 12 20 15 4 8 $8,014 $8,014
Completed
February
2019
2
Lift Station Capacity
Evaluation and Calibration
Review
Scope of Task:
Task 1: This updated evaluation consisted of five separate scenario reviews.
As an additional step, we reviewed the pump stations specifically for wet
weather and dry weather conditions, attempting to limit improvements
necessary at the site, though this is best evaluated during design.
Task 2: Provide cost recommendations for each of the five scenarios
accounting for a blend of site improvements (including some mechanical,
electrical, and potential structural components). This also included revisiting
the calibration to validate the results.
Task 3: Conduct multiple teleconferences to evaluate the results and
document the improvement alternatives in the Master Plan text.
8 12 30 10 2 12 $10,146 $10,146 Completed
May 2020
3 Initiated
June 2020
3.1 Document Flows to WQCP
This task consists of documenting the flows to the WQCP from
the varying agencies. This will include Peak Dry and Peak Wet
Weather Flows.
1 2 4 8 5 $2,118 $2,118 Initiated
June 2020
3.2 Headworks Capacity Analysis
This tasks consists of evaluating the headworks pumping
capacity and any available storage for influent flows. A capacity
analysis will be completed to document potential deficiencies at
the WQCP.
1 8 12 8 3 8 $4,370 $4,370 Initiated
June 2020
3.3 Document Proposed
Improvements
City staff have indicated that storage is no longer feasible at the
WQCP. Accordingly, this task will evaluate other alternatives for
potential detention storage during wet weather events, and
evaluate the feasibility of reducing stress on the plant headworks.
2 10 15 6 8 $4,738 $4,738 Initiated
June 2020
Total 14 44 81 47 9 41 0 $29,386 $0 $29,386
WQCP Headworks Evaluation
PRELIMINARY
1st AMENDMENT TO THE CONSULTING SERVICES AGREEMENT BETWEEN THE
CITY OF SOUTH SAN FRANCISCO AND AKEL ENGINEERING GROUP, INC.
THIS FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT is made at South
San Francisco, California, as of _________, 2020 by and between THE CITY OF SOUTH SAN
FRANCISCO (“City”), a municipal corporation, and AKEL ENGINEERING GROUP, INC.
(“Contractor”), (collectively referred together as the “Parties”) who agree as follows:
RECITALS
A. On January 24, 2018, City and Contractor entered that certain CONSULTING
SERVICES AGREEMENT (“Agreement”) whereby Contractor agreed to furnish City certain
design and related services for the East of 101 Sewer Master Plan and the Citywide Sewer Master
Plan (“Services”). A true and correct copy of the Agreement and its exhibits are attached hereto and
incorporated herein as Exhibit A.
B. Section 2 of the Agreement provides for a not-to-exceed amount of Three Hundred
Seventy Two Thousand Seven Hundred Twenty Four Dollars ($372,724) for the Services.
C. On June 30, 2020, City and Contractor amended the not-to-exceed amount of the
Agreement by way of executing a Change Order in the amount of Twenty-Nine Thousand Three
Hundred and Eighty-Six Dollars ($29,386), bringing the total contractual amount to Four Hundred
and Two Thousand and One Hundred and Ten Dollars ($402,110). A true and correct copy of the
Change Order is attached hereto and incorporated herein as Exhibit B.
D. City desires to procure additional Services from Contractor and, as such, City and
Contractor now desire to amend the Agreement to increase the contract amount under the
Agreement and revise the scope of services.
NOW, THEREFORE, for and in consideration of the promises and other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, City and Contractor
hereby agree as follows:
1. All terms which are defined in the Agreement shall have the same meaning when used in this
Amendment, unless specifically provided herein to the contrary.
2. Section 2: Compensation. The not-to-exceed amount under the Agreement shall be increased by
an additional Two Hundred and Sixty-Six Thousand and Nine Hundred and Ninety-Three
Dollars ($266,993). As amended, the total contract amount under the Agreement shall not
exceed Six Hundred and Ninety-Nine Thousand and One Hundred and Three Dollars
($699,103), with the understanding that up to Four Hundred and Two Thousand and One
Hundred and Ten Dollars ($402,110) has already been paid to the Contractor.
The City shall have no obligation to pay Contractor any additional amount beyond the dollar
limit identified in Section 2 of the Agreement unless such dollar limit is specifically amended by
separate written amendment.
EXHIBIT C - 1ST AMENDMENT
3. Scope of Services. The scope of services under the Agreement shall be amended to include
additional services as set forth in Exhibit C, attached hereto and incorporated herein.
All other terms, conditions and provisions in the Agreement remain in full force and effect. If there is a
conflict between the terms of this Amendment and the Agreement, the terms of the Agreement will
control unless specifically modified by this Amendment.
[SIGNATURES ON THE FOLLOWING PAGE]
Dated:
CITY OF SOUTH SAN FRANCISCO AKEL ENGINEERING, INC.
By: By:
Mike Futrell, City Manager Tony Akel, Principal
Approved as to Form:
By:
City Attorney
EXHIBIT A
Original Agreement
EXHIBIT B
Change Order 1
EXHIBIT C
Additional Services Proposal
3631154.1
Akel Engineering Group, Inc. Page 1 DRAFT 110420
City of South San Francisco
West of 101 Basin 1 Infiltration and Inflow Study
November 4, 2020
Background
The City of South San Francisco is in the process of completing the City-Wide Sewer
System Master Plan. As a part of this effort, the City has embarked on a flow monitoring
program and a Risk and Rehabilitation program. As part of these efforts, the City has
identified infiltration and inflow (I/I) as a primary contributor to required capacity
upgrades in both the gravity system and pump stations, as well as the Water Quality
Control Plant. In lieu of spending a significant amount of resources completing capacity
upgrade projects, the City plans to embark on an Infiltration and Inflow Reduction
Program to rehabilitate existing sewers, and reduce the need for costly capacity
upgrades.
The objective of this project is to define areas of I/I within City and to develop a program
to reduce the impacts to the existing system. This scope of work and the corresponding
level of effort include two options, and discussed as follows:
· Option 1 – Basin 1 Pilot Study. This option consists of a pilot study, and
intended to document the I/I and corresponding reductions in Basin 1, as defined
in the in-progress Master Plan.
· Option 2 – Priority Basins I/I Study. This option provides a more
comprehensive review of I/I in the system, and is not limited to Basin 1. This
includes more monitors to review I/I system wide.
Scope of Work
Task 1 - Project Management and Meetings
This task emphasizes continuous communication between the project team members
throughout the duration of the project. Consultant will schedule necessary face to face
meetings and/or as needed by City staff, and depending on progress. Key face to face
meetings include the kickoff meeting, presenting the updated analysis results, and
master plan report presentation to City Council.
Task 2 – Define Flow Monitoring Sites for I/I
Task 2 Option 1 – Basin 1 Pilot Study
This task includes developing a flow monitoring program to categorize Basin 1 into
smaller subbasins, and up to 8 basins. The intent of breaking down the larger basin into
smaller subbasins is to identify targeted areas for I/I reductions. The flow monitoring plan
will be submitted to City staff for review and approval. The approved plan will be
submitted to V&A Consulting Engineers for flow monitoring.
Akel Engineering Group, Inc. Page 2 DRAFT 110420
Task 2 Option 2 – Priority Basins I/I Study
This task includes developing a flow monitoring program to categorize priority basins
with previously identified high I/I into smaller subbasins, and up to 24 subbasins. The
intent of breaking down the larger basins into smaller subbasins is to identify targeted
areas for I/I reductions in a more City-wide approach. The flow monitoring plan will be
submitted to City staff for review and approval. The approved plan will be submitted to
V&A Consulting Engineers for flow monitoring.
Task 3 – Complete Phase 1 Flow Monitoring and Document Results
Task 3 Option 1 – Basin 1 Pilot Study
This task consists of completing the Phase 1 Flow Monitoring for Basin 1, as identified in
the Draft Master Plan, as a pilot study. This task will be completed by V&A Consulting
Engineers for 8 sites and 2 rain gauges for three months. The sites will be based on the
Task 2 Flow Monitoring Program and as approved by City staff. The intent of the flow
monitoring is to document the high I/I subbasins. At the completion of the flow monitoring
program, V&A will provide a report documenting the results of the flow monitoring and
documenting the I/I contributions from each subbasin.
It should be noted this effort does not include cost or scope for the follow up I/I flow
monitoring. This would be treated as a separate effort and depend on the completion
timing of the Rehabilitation Plan in Task 4.
Task 3 Option 2 – Priority Basins I/I Study
This task consists of completing the Phase 1 Flow Monitoring in a more targeted City-
wide approach. This task will be completed by V&A Consulting Engineers for 24 sites
and 4 rain gauges for three months. The sites will be based on the Task 2 Option 2 Flow
Monitoring Program and as approved by City staff. The intent of the flow monitoring is to
document the high I/I subbasins. At the completion of the flow monitoring program, V&A
will provide a report documenting the results of the flow monitoring and documenting the
I/I contributions from each subbasin.
It should be noted this effort does not include cost or scope for the follow up I/I flow
monitoring. This would be treated as a separate effort and depend on the completion
timing of the Rehabilitation Plan in Task 4.
Task 4 – Update Hydraulic Model and Provide I/I Mitigation Measures
Task 4 Option 1 – Basin 1 Pilot Study
This task consists of updating hydraulic model to calibrate to the revised flow monitoring
in Basin 1. This will also include recommendations for focus areas and investigation
techniques intended to mitigate I/I issues. This includes completing detailed condition
assessment recommendations and follow up analysis on the results of the condition
assessment to aid staff in developing a workflow to reduce I/I locations. This does not
include the cost of any condition assessment methodologies at this time. This also
includes developing an implementation plan over a 3 year period to address the I/I
issues. The implementation schedule will generally address following:
Akel Engineering Group, Inc. Page 3 DRAFT 110420
· Year 1 – I/I Investigation and Rehabilitation Plan
· Year 2 – Rehabilitation Plan Implementation
· Year 3 – I/I Flow Monitoring Follow Up
Task 4 Option 2 – Priority Basins I/I Study
This task consists of updating hydraulic model to calibrate to the revised flow monitoring
in critical high I/I basins within the City. This will also include recommendations for focus
areas and investigation techniques intended to mitigate I/I issues. This includes
completing detailed condition assessment recommendations and follow up analysis on
the results of the condition assessment to aid staff in developing a workflow to reduce I/I
locations. This does not include the cost of any condition assessment methodologies at
this time. This also includes developing an implementation plan over a 3 year period to
address the I/I issues. The implementation schedule will generally address following:
· Year 1 – I/I Investigation and Rehabilitation Plan
· Year 2 – Rehabilitation Plan Implementation
· Year 3 – I/I Flow Monitoring Follow Up
Task 5 – Capital Improvement Costs
Task 5 Option 1 – Basin 1 Pilot Study
This task consists of developing Class 5 cost estimates for budgetary purposes,
intended to aid City staff in the implementation of the rehabilitation plan for Basin 1. Cost
estimates will be provided to City staff for review and consideration.
Task 5 Option 2 – Priority Basins I/I Study
This task consists of developing Class 5 cost estimates for budgetary purposes,
intended to aid City staff in the implementation of the rehabilitation plan for the critical I/I
basins evaluated. Cost estimates will be provided to City staff for review and
consideration.
Task 6 – Prepare Technical Memorandum
This task consists of preparing a technical memorandum documenting the I/I program,
the rehabilitation plan, and investigation follow up results. As part of the results, the
consultant will recommend any additional flow monitoring for follow up I/I reduction
potential within the remaining City basins.
An electronic copy of the draft report and 5 hard copies of the final report will be
submitted for staff review.
Schedule and Fee Estimate
The Fee Estimate is attached separately to this proposal. This proposal has two
separate options for completing the I/I analysis and as follows:
Akel Engineering Group, Inc. Page 4 DRAFT 110420
· Option 1 – Basin 1 Pilot Study: A not to exceed fee of one hundred and thirty-
five thousand five hundred and six dollars ($137,411) is hereby established for
the Consultant’s services, unless amended by the scope of work.
· Option 2 – Priority Basins I/I Study: A not to exceed fee of two hundred and
fifty-eight thousand four hundred and forty-three dollars ($266,993) is hereby
established for the Consultant’s services, unless amended by the scope of work.
It should be noted that these are not additive fees, and are intended as an either/or
selection.
City of South San Francisco
West of 101 Infiltration and Inflow Study
Fee Estimate
Hours Costs
Task No.Task Description
Principal EngineerSenior EngineerAssociate EngineerAssistant EngineerEngineering AssistantGIS TechnicianSecretarialTotalLabor CostsV&A Consulting EngineersOther ExpensesSubtasks
Total Tasks Total
$200 $181 $162 $122 $110 $110 $82
Task 1 Project Management and Meetings 35 35 6 76 $13,827 $13,827 $13,827
Task 2 Define Flow Monitoring Sites I/I
Opt 1 Basin 1 Pilot Study 2 6 8 15 6 37 $5,272 $5,272 $5,272
Opt 2 Priority Basins I/I Study 3 10 16 25 12 66 $9,372 $9,372 $9,372
Task 3 Complete Flow Monitoring and Document
Results
Opt 1 Basin 1 Pilot Study 1 8 15 25 6 55 $7,788 $65,000 $76,038 $76,038
Opt 2 Priority Basins I/I Study 2 12 18 30 12 74 $10,468 $171,000 $190,018 $190,018
Task 4 Update Hydraulic Model and Provide I/I
Mitigation Measures
Opt 1 Basin 1 Pilot Study 3 45 24 35 10 30 147 $21,303 $21,303 $21,303
Opt 2 Priority Basins I/I Study 5 55 35 48 15 40 198 $28,531 $28,531 $28,531
Task 5 Capital Improvement Costs
Opt 1 Basin 1 Pilot Study 2 8 15 25 8 12 70 $9,528 $9,528 $9,528
Opt 2 Priority Basins I/I Study 3 12 20 35 12 20 102 $13,802 $13,802 $13,802
Task 6 Prepare Technical Memorandum 6 15 18 15 6 8 6 74 $10,693 $750 $11,443 $11,443
Total - Option 1 49 117 80 115 24 62 12 459 $68,411 $65,000 $750 $137,411 $137,411
Total - Option 2 54 139 107 153 33 92 12 590 $86,693 $171,000 $750 $266,993 $266,993
Note: 1. Subconsultant fees included a 5% markup.
11/16/2020
PRELIMINARY